Volunteer Christmas Fair Coordinator

We’ve got an exciting opportunity for a volunteer to support our Fundraising Team! Role Description We are looking for one or two Christmas fair coordinators. Our Christmas Fair is a large festive community fundraising event held at Warmley Community Centre, running across a single Sunday in late November from 10.30am to 4pm. It brings together our own Bristol A.R.C. stalls alongside third party stallholders, and includes a festive pet photoshoot, a dog show, live music, a bake sale, raffle and tombolas, refreshments and children’s activities. It is one of our key community events of the year and a really lovely day out for local people and their pets. This is an event coordination volunteer role leading on the organising of the fair, with the help and support of the Philanthropy and Partnerships Manager and the Fundraising Partnerships Officer in the office, as well as some other volunteers supporting the event. This will be the fair’s second year, so a full and detailed handover is already in place, along with ongoing support from the two staff members named above and a group of volunteers who have helped to organise it before. What would I be doing as a Volunteer Christmas Fair Coordinator? As part of this role, you will be: Helping with the overall planning and coordination of the Christmas Fair, keeping everything on track in the months leading up to the event. Being the main point of contact for the venue, Warmley Community Centre, including agreeing the room layout and putting together a floor plan for the day. Assisting in recruiting, supporting and coordinating the team of event volunteers, including helping to run volunteer information sessions, allocating roles, creating the volunteer timetable, and keeping everyone informed and confident in the lead up to the day. Recruiting and liaising with third party stallholders, including managing their bookings, stall fees, agreements and raffle prize donations. Coordinating our own Bristol A.R.C. stalls and attractions, such as the children’s activities, the pet items shop, the bake sale, teddy adoption, the raffle and tombolas, and refreshments. Organising the key attractions that make the day special, including the festive pet photo shoot, the dog show and the live music, working with the volunteers and contacts who help to run them. Securing donations of prizes and items from local businesses and community groups for the raffle, tombolas and other stalls. Facilitating promotion of the event alongside the staff team, including posters, banners, local press and social media, and keeping track of where everything has been shared. Organising the preparation in the run up to the fair, such as the volunteer craft and prep evenings, sorting the floats and card payment setup, and getting the signage, floor plan and logistics ready. Overseeing the smooth set up and running of the event on the day, coordinating the volunteer team so that everything runs well from start to finish. Helping to make sure the event is safe and well run, including the risk assessment, first aid cover and allergen requirements, again with the support of the staff team. What’s important for me to know? here will be ongoing support from the Philanthropy and Partnerships Manager and the Fundraising Partnerships Officer, a detailed handover from last year’s fair, and an existing group of experienced volunteers who have helped to run the event before. A lot of the groundwork is already in place from the first year, including templates, supplier and stallholder contacts, venue arrangements and tried and tested ways of doing things, so the volunteer would be building on solid foundations rather than starting from scratch. This would be a brilliant opportunity for someone looking to gain hands-on experience in event coordination and community fundraising, or for anyone who simply loves the idea of leading a joyful, festive event that raises vital funds for the animals in our care. How are the shifts arranged, and how often would I volunteer? This is a short term role running from September to late November , Initially your shift would be typically once a week, on the same day at the same time. We’re looking for someone who is available on a Thursday, preferably.  Occasionally during this time this role will involve some evening availability, mainly for speaking with the wider volunteer team and for the craft and preparation evenings in the lead up to the event. You would ideally be available for the full day of the fair itself, which runs on a Sunday in late November, with an early start for set up. What other dates do I need to be available for? Subject to shortlisting, we shall be holding informal volunteer interviews for this role during September. If you are offered the role, initial on-site training for the role will begin in September. Who will I be volunteering with? Our Philanthropy and Partnerships Manager and the Fundraising Partnerships Officer, will be the people you will voluntee